How to Book In Goods against a Purchase Order - PC

Learn how to successfully book in incoming goods against a purchase order and assign them to a specific warehouse bin using the Goods In module.

August 3, 2026 By Lee Higgins

This guide explains how to receive and book incoming goods against an existing purchase order. Completing this ensures inventory levels accurately reflect physical stock and places items into the correct warehouse bins.

This workflow is designed for warehouse operators and inventory receiving teams. It should be used immediately after receiving physical shipments from a supplier to log the stock into the system.

Step #1: Click + Goods In in the left-hand navigation menu to open the module. — Click **+ Goods In** in the left-hand navigation menu to open the module.

Step #2: Click the Order search tab to find the incoming shipment. From here, you can manually find the order and double click it, or follow step 3 onwards. — Click the **Order search** tab to find the incoming shipment. From here, you can manually find the order and double click it, or follow step 3 onwards.

Step #3: Click into the Order Search field. — Click into the **Order Search** field.

Type the purchase order number (e.g., "PO5996").

Step #5: Click the relevant purchase order from the search results to select it. — Click the relevant purchase order from the search results to select it.

Step #6: Click Book In in the top toolbar to begin processing the selected order. — Click **Book In** in the top toolbar to begin processing the selected order.

If you only need to receive specific items instead of the whole shipment, select them individually from the list before booking.

Step #7: Select the product variant line item you want to receive. — Select the product variant line item you want to receive.

Step #8: Click Book In Selected in the toolbar above the line items. — Click **Book In Selected** in the toolbar above the line items.

NOTE: All raw materials MUST go into the bin GIQ if the Purchase Order Status field is "Awaiting COA" If the status is "COA Approved" then it can go directly into GIH.

Step #9: If you wish to place the item into another bin than the default, click into the Bin search field to open the Quick Search window. — If you wish to place the item into another bin than the default, click into the Bin search field to open the Quick Search window.

Type your destination bin code, such as "GIQ".

Step #11: Double-click the target bin from the search results (e.g., Goods In Quarantine) to assign the stock to that physical location. — Double-click the target bin from the search results (e.g., **Goods In Quarantine**) to assign the stock to that physical location.

Step #12: If the product is a raw material, you must select "Batch No's" on the right hand side and enter a supplier batch number, this can be found on the IBC/Barrel/Container, if there are none, then use the lot number, followed by the PO number, E.G 30406/5806, press save to record the batch. — If the product is a raw material, you must select "**Batch No's**" on the right hand side and enter a supplier batch number, this can be found on the IBC/Barrel/Container, if there are none, then use the **lot number**, followed by the **PO number**, E.G ***30406/5806,*** press save to record the batch.

Step #13: Verify via the delivery note or manual checks that the expected amount is correct, then enter the received quantity in the quantity field. Once you have done this, press save and this will record the goods in, as well as putting the items into stock. — Verify via the delivery note or manual checks that the expected amount is correct, then enter the **received** **quantity** in the quantity field. Once you have done this, press save and this will record the goods in, as well as putting the items into stock.

If the quantity of the goods is less than the original purchase order, the purchase order will remain open as "Partially received" until the remaining goods are booked in, or the quantity ordered is changed to reflect the received amount.

A label can be produced for the goods you're receiving at the bottom of the above screen, this is optional and isn't always required.

Q: Can I book in partial orders or specific line items?

A: Yes. Select the specific product line from the list and use the Book In Selected button instead of processing the entire purchase order at once.

Q: How do I store received goods that need to be inspected?

A: During the stock-in process, use the Quick Search window to assign the goods to a quarantine bin, such as GIQ (Goods In Quarantine).

Term	Definition
Goods In	The module and process used to log and receive incoming inventory against purchase orders.
Bin	A specific physical storage location or designation within a warehouse system.
GIQ	Stands for Goods In Quarantine, a specific bin used to hold items pending inspection or approval.